Quarterly Confirmation Statement (QCS) in Workforce Incentive Program (WIP) – Practice Stream 012-11060000

Log on to WIP – Practice Stream Online.

Search for the practice in WIP – Practice Stream Online.

On the Practice Search screen:

• Key the Practice ID
• Select Search
• The Search Results will show

On the Practice Search screen, check the Search Results Status.

Does the status show as Approved?

• Yes, go to Step 4
• No, go to Step 12

Has the practice submitted the practice weekly hours and declaration pages?

• Yes, go to Step 5
• No,
• check the rest of the QCS to see if any other details are needed before returning the QCS to the practice
• go to Step 12

Check the declaration details on the QCS. There must be:

• the signature of at least one registered owner or an authorised contact person
• their name
• first initial and surname, or just surname can be accepted
• if there are no name details, check the signature. Accept the form if the name can be identified from the signature

Are the declaration details complete?

• Yes, go to Step 6
• No, check the rest of the QCS to see if any other details are needed before returning the QCS to the practice, go to Step 6

Check the calculation month:

• Select Quarterly Confirmation Statement from the Main menu
• The Quarterly Confirmation Statement screen will show

Does the Calculation Month on the QCS match the month under Current details, Quarterly Confirmation Statement?

• Yes, go to Step 7
• No, there is an outstanding QCS:
• check Available Statements section and look for any rows where the status shows Sent. Note: There may be up to 3 rows
• Search PaNDA for the outstanding QCS
• View the associated documents to check for the outstanding QCS. It may have been previously rejected
• if all outstanding QCS are located, process all QCS

If the outstanding QCS is not found, check the rest of the QCS to see if any other details are needed before returning the QCS to the practice. Go to Step 7.

Note: if the practice overwrites the QCS calculation month, this is acceptable.

See also:

• Work Optimiser for staff
• Associated documents and comments for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream

Under Current Details, is the status of the Calculation Month set to Sent?

• Yes, go to Step 11
• No, status is set as Confirmed. Go to Step 8

If the practice has provided eligible health professional details on the QCS, check if the below details match the details in WIP – Practice Stream Online:

• Health / Allied Health Professional(s)
• Type
• Last name
• First name
• Unique Identifier – Ahpra or HPI-I
• Actual weekly hours (hh:mm)
• New health professional details

Do these details on the QCS match the details in WIP – Practice Stream?

• Yes, go to Step 11
• No, go to Step 9

The practice does not need to provide:

• Full name
• Unique identifier

The practice may have submitted another QCS to re-confirm their details or to change any incorrectly reported hours for a previously confirmed QCS.

Search for the previous QCS:

• Search PaNDA
• View the associated documents

If the previous QCS is not found, check if the previous QCS was confirmed through HPOS:

• Select Practice Details from the Main menu
• Select Health Professional Details from the drop down
• The Health Professional Details screen will show

Under Historical Quarters and Changes:

• Select the below payment details:
• Year
• Payment Quarter
• Check if an RA number (10 digit number) is in the Updated By column

Is the previous QCS found or confirmed through HPOS?

• Yes, go to Step 10
• No, go to Step 12

Check the declaration date of the previously confirmed QCS.

If the previous QCS was submitted through:

• Fax, look at the declaration date on the previous QCS
• Health Professional Online Services:
• Go to Health Professional Details screen under Practice Details on the main menu
• look at the Updated On column under Historical Period Standard Weekly Contract Hours

If the previously confirmed QCS declaration date is:

• after the date of the QCS being assessed:
• Finalise the Work Item as Complete, Already complete in PaNDA
• Procedure ends here
• before the date the QCS being assessed:
• Go to Step 11

If unsure which QCS is most recent, check the rest of the QCS to see if any other details are needed then return the QCS to the practice. Go to Step 12.

Check if there are changes to the practice details on the QCS. See the Resources page to determine if the change is acceptable.

If the change is:

• acceptable, and:
• the QCS can be processed, go to Table 2
• more details are needed, go to Step 12
• unacceptable, and:
• the QCS can be processed, go to Table 2
• the QCS cannot be processed, go to Step 12
• unclear or unreadable, go to Step 12

If there are no changes, go to Table 2

If unable to update the work item due to the complexity/not trained:

• Add a processing note to PaNDA
• Send the Work Item for delegation

If the QCS needs more details:

• Return the QCS to the practice. Use the Request for more information for your WIP – Practice Stream QCS (Z2189) letter
• Upload the letter and the QCS to the practice profile
• Finalise the Work Item as Complete, Request rejected in PaNDA

Log on to WIP – Practice Stream Online.

Search for the practice in WIP – Practice Stream Online.

On the Practice Search screen:

• Key the Practice ID
• Select Search. The Search Results will show
• Select the Practice ID. The Practice Summary screen will show

Is the practice making an acceptable change(s)?

• Yes,
• Update the changes. Practice changes and updates for Incentives Programs has links to other related procedures
• Go to Step 4
• No, go to Step 4

Update the eligible health professional details.

• Select Quarterly Confirmation Statement from the Main menu
• The Quarterly Confirmation Statement screen will show

Under Health Professional Weekly Contracted Hours:

• Select Update Hours for Quarter
• Select/key the below details:
• Health / Allied Health Professional Type
• Last Name (if applicable)
• First Name (if applicable)
• Identifier, if no identifier select Not Reported
• Weekly Contracted Hours (HHH:MM)
• Repeat this process for each eligible health professional

If the identifier is incorrect, select Not reported and add a note to PaNDA. Continue processing the QCS.

To add additional rows select:

• Add Health Professional, and/or
• Add Allied Health Professional

To remove a health professional select Remove from the Remove column.

Note: convert decimal hours to minutes.

Under Declaration:

• Select the relevant radio button. If there are:
• No changes on the QCS, select 'I declare that the information contained on this Quarterly Confirmation Statement is correct and I affirm…'
• Changes on the QCS, select 'Where there is a variation, these details have been updated on the practice profile...'
• Select Confirm

If the practice is making an unacceptable change, take the appropriate action as per acceptable changes on the QCS on the Resources page

If necessary:

• Place the practice payments on hold
• Return the QCS to the practice. Use the Request for more information for your WIP – Practice Stream QCS (z2189) letter
• If payments have been placed on hold, select this option in the letter
• Advise of the appropriate form(s) to update the amendment(s)
• Escalate to the Local Peer Support (LPS) via PaNDA

• Upload the QCS and any supporting documents, including letters to the practice profile
• Finalise the Work Item as Complete in PaNDA